CITY OF ESCANABA
PERSONNEL POLICIES AND PROCEDURES MANUAL
1.0 INTRODUCTION
1.1 Purpose
1.2 Effective Date
1.3 Authority
1.4 Scope
1.5 Union Agreement
1.6 Non_Union Employee's Handbook
1.7 Department Manuals
1.8 Distribution of Manual
1.9 City Charter
1.10 Suggestions and Revisions
2.0 SELECTION/HIRING PROCESS
2.1 Request for Personnel
2.2 Recruitment
2.3 Employment Applications
2.4 Screening
2.5 Interview
2.6 Physical Examination
2.7 Appointments and Hiring
2.8 Eligibility List
2.9 Part_time/Seasonal Hire
3.0 EMPLOYMENT
3.1 Orientation
3.2 Residency
3.3 Probationary Period
3.4 Seniority
3.5 Loss of Seniority
3.6 Promotion
3.7 Transfer
3.8 Layoff Procedure
3.9 Recall Procedure
3.10 Personnel Records
4.0 HOURS OF WORK
4.1 Standard Work Day
4.2 Recording of Hours
4.3 Absence
4.4 Severe Weather
4.5 Fair Labor Standards Act
4.6 Overtime, Compensatory Time, and Premium Pay
5.0 CLASSIFICATION AND COMPENSATION
5.1 Job Descriptions
5.2 Job Classification
5.3 Payroll Procedure
5.4 Garnishment of Wages
6.0 SAFETY
6.1 Policy
6.2 Operation of Vehicles
6.3 Commercial Drivers License
6.4 Clothing
6.5 Hard Hats
6.6 Safety Glasses
6.7 Injury
6.8 MIOSHA
7.0 PERSONNEL REGULATIONS
7.1 Political Activity
7.2 Employment of Relatives
7.3 Outside Employment
7.4 Pets or Other Animals On_the_Job
7.5 Non_Work Related Activities
7.6 Personal Use of Telephones and Photocopier
7.7 Drug-Free Workplace Policy
7.8 Personal Employee Problems
7.9 Smoking Policy
8.0 GENERAL REGULATIONS
8.1 Traffic Violation Summons to City Employees
8.2 Long Distance Business Telephone Calls
8.3 Use of City Equipment
8.4 Stockroom Purchases
8.5 Additional Regulations
9.0 TRAVEL POLICY
9.1 Approval
9.2 Mileage
9.3 Meals
9.4 Lodging
9.5 Gratuities
9.6 Other Expenses
9.7 Travel Expense Voucher
9.8 Travel Advance
9.9 Payment for Travel Expense
9.10 Expenses for Husbands or Wives
10.0 DISCIPLINARY ACTIONS
11.0 GRIEVANCE PROCEDURE
12.0 SEXUAL HARASSMENT
13.0 TERMINATION
13.1 Resignation
13.2 Discharge
13.3 Retirement
13.4 Benefits Accruing to Termination Permanent Employees
13.5 Exit Interview
14.0 EMPLOYEE BENEFITS
14.1 Jury Duty
14.2 Military Leave
14.3 Life Insurance
14.4 Worker's Compensation Insurance
14.5 Education Benefits
14.6 Employee Purchasing
14.7 Uniforms
14.8 Safety Glasses
14.9 Retirement Plan
14.10 Transfer of Retirement Benefits
15.0 FAMILY AND MEDICAL LEAVE ACT
Appendices:
A Exempt Employees from Overtime Provisions
B Benefits Accruing to Terminating Permanent Employees
C Travel and Meal Reimbursement
DEFINITIONS
The words and phrases defined below have the following meaning for the City of Escanaba Personnel Policies and Procedures Manual:
City Manager _ The chief administrative officer of the city, supervises and coordinates city government activities, directs and coordinates the operation of all city departments and presents policy recommendations to the City Council.
Classification _ A position or group of positions defined by detailed specifications as to duties, responsibilities, experience, training, and educational background required and designated by a title indicative of the type of work.
Department Head _ An administrative officer who supervises, directs, and coordinates the operation of a particular city service unit and personnel activities. The City Manager will be regarded as the "department head" of all department heads.
Exempt Employee _ A city employee who because of his/her duties and responsibilities is exempt from the overtime provisions of the Fair Labor Standards Act. Exempt employees are divided into three categories: Executive, Administrative, and Professional.
Grievance _ An oral or written complaint by an employee regarding the interpretation or application of city policies or procedures which affect the employee's wages, hours, or condition of employment.
Job Description _ A written listing of the typical duties and responsibilities associated with the position.
Minimum Qualifications _ Minimum hiring or promotion standards for each position established by the City Manager which must be met by an applicant prior to placement of the applicant in the position. Those standards shall include education, training, licenses or certification, and experience in other city positions or in positions outside city employment.
MIOSHA _ Michigan Occupational Safety and Health Act.
Nonexempt Employee _ A city employee who because of his/her duties and responsibilities and salary is not exempt from the overtime provisions of the Fair Labor Standards Act. A nonexempt employee must receive the minimum overtime compensation as provided by FLSA.
Non_Union Employee _ Any employee who is not represented by a group which is recognized by the city for collective bargaining.
Part_time Employee _ An employee hired for an indeterminate period and who is not designated a permanent or seasonal employee at time of hire.
Permanent Employee _ An employee who regularly works the standard work week of 40 hours and is designated a permanent employee at time of hire.
Personnel Director _ An employee who at the direction of the City Manager, as the Personnel Director performs various personnel duties.
Position _ A group of current duties and responsibilities assigned by the City Manager and specified by a job description which requires the full or part_time employment of one person.
Probationary Employee _ An employee serving a specified trial period to determine if mutually compatible conditions exist between the employee and employer.
Promotion _ The movement of an employee to a position of greater responsibility and/or more complex duties which has a higher wage rate within the same department.
Seasonal Employee _ An employee hired for a period of set duration.
Transfer _ The movement of an employee to a position of similar responsibility and/or more similar duties which has a similar wage rate.
City of Escanaba
Personnel Policies and Procedures Manual
1.0 INTRODUCTION
1.1 Purpose
The City of Escanaba is an equal opportunity employer whose policy is to select personnel and to conduct all personnel activities without regard to religion, race, color, national origin, age, sex, height, weight, or marital status, except where a bona fide occupational qualification exists. The City of Escanaba will maintain a system of uniform and equitable personnel policies and procedures to assure equal treatment of all employees and applicants.
1.2 Effective Date
The policies and procedures contained in this manual will take immediate effect upon the approval of City Manager.
1.3 Authority
Department heads are responsible for the administration of the manual; interpretations of the manual will be made by the department head and the City Manager. Exceptions to the policies and procedures are made by the City Manager.
1.4 Scope
The provisions of this manual apply to all permanent, part_time, and seasonal employees. These policies and procedures do not apply to individuals or firms providing services through a special contractual agreement with the city.
1.5 Union Agreement
Where provisions of this manual conflict with or differ from the provisions of any existing union agreements, the provisions of union agreements shall supersede the provisions of this manual.
An asterisk (*) in the column next to policy headings in this manual indicates that a collective bargaining agreement speaks to the subject. Union employees must consult their appropriate agreement.
1.6 Non_Union Employee's Handbook
Non_union permanent employees must consult their handbook concerning policies and procedures not contained in this manual
An asterisk (*) in the column next to the policy headings in this manual indicates that the handbook speaks to the subject.
1.7 Departmental Manuals
Individual departments may develop operational manuals listing rules, regulations, and policies applicable to the employees in that department. The departmental manuals are to supplement the provisions contained in the City of Escanaba Personnel Policies and Procedures Manual. Any conflicting policies or procedures will be resolved by the department head and the City Manager.
1.8 Distribution of Manual
Each employee selected to fill a position shall read the Personnel Policies and Procedure Manual upon hire. Employees will also be given a copy of the manual upon hire.
1.9 City Charter
The personnel policies and procedures, as outlined in this manual, are intended to be in accordance with and supplement the personnel provisions contained in the City Charter. Where provisions of this manual conflict with valid provisions of the City Charter, the provisions of the City Charter shall supersede the provisions of the manual.
1.10 Suggestions and Revisions
Employees are encouraged to submit to the Personnel Director suggestions for changes. These suggestions will be kept in a special file maintained by the Personnel Director and reviewed periodically by the Personnel Director and the City Manager. The Personnel Policies and Procedures Manual may be unilaterally changed and amended by the City Manager at any time.
Amendments, changes, or additions of policies and procedures instituted by the City Manager will be brought to the attention of the City Council.
Approved revisions to the Personnel Policies and Procedures Manual will be distributed to department heads, as the changes become available, for inclusion in the department's manual. All employees will also receive a copy of all revisions.
2.0 SELECTION/HIRING PROCESS
2.1 Request for Personnel
The following is the standard procedure for requesting additional city employees, including part_time and seasonal employees:
a. Any department head requesting additional personnel must do so in writing using the "Request for Personnel" form.
b. Forms shall be submitted to the Personnel Director by the department head making the request.
c. The Personnel Director shall process the forms and make a recommendation to the City Manager.
d. The City Manager will either authorize the request or deny it, and return the form to the Personnel Director.
e. The Personnel Director will inform the department head of the City Manager's decision. The Personnel Director is responsible for such recruitment (see 2.2 Recruitment).
2.2 Recruitment
In order to attract qualified applicants for vacant positions, the following procedures will be followed:
a. If job openings have not been filled as a result of an "internal job posting", openings will then be listed with the local Michigan Employment Security Commission Job Service.
b. Notices of vacant positions will be posted on the public bulletin board at the City Hall, and throughout appropriate work stations at various City departments.
c. Permanent positions will be advertised in the local newspaper and, if applicable, will also be advertised in technical or specialized journals. Sources utilized will be consistent with the City's affirmative action plan strategies.
d. Posted job notices and advertisements shall contain the job title, summary of duties, minimum qualifications, wage rate, application deadline, and the phrase, "an equal opportunity employer M/F".
2.3 Employment Applications
Persons desiring employment with the City must complete an employment application blank. Application blanks are available from the Personnel Director. Applications for City Manager, City Clerk, and City Assessor positions will be submitted to the City Council for review or as delegated in 2.2 Recruitment. Applications for other positions will be submitted for review to the Personnel Director. Applications for permanent positions will be retained by the Personnel Director in an active file for one year and an inactive file for one year from the date of application. Applications for part_time or seasonal work will be retained for one year.
2.4 Screening
Following the deadline for submission of applications, the Personnel Director or appropriate city officials will determine which applicants possess qualifications that meet the position's minimum qualifications. During this period, additional information may be solicited of the applicants and references checked. Applicants may be given written tests, where applicable, as a measure of their ability. Selected applicants will be invited for a personal interview.
2.5 Interview
The interview is given to further evaluate the training, experience, and skills of the applicant, as well as inform the applicant of the salary, benefits, and other relevant information about the position. Interviews to select the applicant best suited for the position will be conducted by the Personnel Director and/or appropriate city official. All applicants rejected will be notified after the position is filled and may be contacted should an opening arise suitable to their qualifications in the future.
2.6 Physical Examination
Each prospective employee selected to fill a position shall be required to have a medical examination given by a physician designated by the City Manager. The exam will be scheduled after a job offer has been made. The Personnel Director is responsible for making the proper arrangements. The physical examination, given at the City's expense, will determine if the prospective employee is physically able to perform the work as detailed in the job description, without substantial risk of injury or disability, and will include a screening for substance abuse.
Existing employees transferring to positions which require greater physical tasks will be required to pass a physical exam to determine if the employee can perform the essential job functions.
The physical examination will also include a drug screening. Positive drug findings will result in rejection of the applicant. Prospective employees will be notified in writing that they will be required to pass this pre_employment drug screen.
At age 40, Public Safety personnel will be required to have a thorough physical examination which includes an EKG. A follow up physical examination will be given every two years thereafter.
The Director of Public Safety is responsible for making the arrangements for the physical examinations. The examinations will be at the City's expense.
2.7 Appointments and Hiring
Appointments to the position of City Manager, City Clerk, and City Assessor shall be made by the City Council. The City Manager shall appoint the City Treasurer, City Attorney, and heads of the various departments. Other positions will be hired by the Personnel Director in consultation with the appropriate department head, with the final approval of the City Manager.
2.8 Eligibility List
The Personnel Director shall maintain a list of qualified applicants not immediately selected for the position for which they applied. When openings in the same or comparable job classifications occur, the Personnel Director may use the list to fill the vacancy before soliciting additional applicants. The eligibility list shall remain valid for one year.
2.9 Part_Time/Seasonal Hire
In order to process part_time and seasonal employees in an orderly and fair manner, the following procedures will be followed:
a. Semi_annually the city will place advertisements in the local newspaper soliciting applications for seasonal or part_time employees.
b. Applications for seasonal or part_time work will be kept on file for one year.
c. Selected employees will be notified by the Personnel Director via the telephone when a position becomes open. It will be the applicant's responsibility to ensure that he/she is available at the phone number listed on the application.